Chapter -14

PURCHASE RULES

14.1 APPLICABILITY

The rules shall govern the purchase of all equipment, machinery, instruments, spare parts,

chemicals, building materials hardware, furniture, stationery, consumable and non-consumable

articles and all other good (hereinafter referred to as goods) and repair work and services

(hereinafter referred to as services) required for the College for any purpose.

14.2 DEFINITION

In these rules, unless the context other wise requires:

a) “ Indentor” means the Head of the Department, Principal Investigators/Project Officers for

sponsored Research Schemes/Consultancy Projects. Registrar Dy. Registrar, Assistant

Registrar, Medical Officer, Store Purchase Officers, Superintendent and workshop supdt.

Foreman, Librarian, Estate Officer and any other official of the College so notified by the

Principal under these rules:-

b) “Supplier” means a firm, organization, Individual who makes an offer to the College to

supply goods or services or who supplies goods or services to the College including a

Purchase Committee of the College.

c) “Tender” means any offer for supply of goods or services received from a supplier in

response to an invitation to tender published in newspaper:-

d) “Quotation” means any offer for supply of goods or services received or collected from a

supplier other than a tender.

e) “Rate contract” means any rate contract with the DGS and D New Delhi, or Director of

Suppliers and Disposals or they controller of stores of the State Govt. or Central Govt.

f) “Item” means the total quantity of an Indent or a purchase order of any single article of

services of one size or specification.

g) “Taxes” means Sales Tax, Custom Duty, Excise Duty, Octroi etc.

h) “Extra Charges” means packing, forwarding, collection, delivery, loading, unloading and

insurance charges etc.

14.3 PURCHASE POWER:

The Stores and Equipment Committee appointed by the Board of Governors of the College

shall have power for purchasing goods or services up to any value, in accordance with the

rules.

14.4 COLLEGE PURCHASE COMMITTEE:

The College Purchase Committee shall consist of the Indenting Head of deptt., Registrar/his

nominee and a nominee of the Principal.

The committee shall make recommendations for all the purchase above Rs. 50,000/-.

The Principal shall have power for purchasing goods or services with in these rules on Rate

Contract upto any value and not on Rate Contract upto Rs. 2,00,000 per item.

14.5 INDENT:

The indentor shall issue an indent for every purchase on a prescribed form.

14.6 SPECIFICATION FOR GOODS & SERVICES:

All indents shall specify the complete specifications for the goods or services and, except for

goods on Rate Contract, spare parts, services, repair work, any specialized goods, or goods for

which there in only a single manufacturer, shall not specify any manufacturer’s name or brand

unless the Indentor considers it essential to do so for maintenance of quality of goods.

14.7 APPROVAL OR INDENT

All indents except for purchase under clause 14.8 to 14.10 shall be approved by the

Principal/Registrar before any purchase action is taken.

14.8 PETTY PURCHASES

The identors may purchase goods or services costing upto Rs. 1000/- per item exclusive of taxes

and extra charges/without calling for a quotation, at a time against advance/imprest obtaining No.

Objection from the Registrar.

14.9 PURCHASE AT REGULATED PRICE :

Good such as petrol, diasel, mobile oil, kerosene, alcohol etc. for which prices are ordinarily

regulated may be purchased from the Authorised dealers/Suppliers without calling for a quotation.

All purchases made under this clause shall be reported to the Principal/Registrar at the end of

every month.

14.10 SERVICING ETC. OF VEHICLES:

Services or repairs of vehicles or their spare parts may be purchased from local Garrages &

Dealers without calling for a quotation. Any break down repairs a vehicles enroute may be ordered

& paid for by the Driver or Occupant of the vehicle on behalf of the College. All purchases made

under this clause shall be reported to the Principal/Registrar at the end of every month.

14.11 PURCHASE OF GOODS ARTICLES FOR ENTERTAINMENT OF COLLEGE

GUESTS:

Articles for entertainment of the College guests may be purchased upto the limits prescribed by the

Principal without quotation.

14.12 URGENT PURCHASE

Purchase of goods or services required urgently under unavoidable circumstances may be and

made with the approval of Principal through the following purchase committee:-

Upto Rs. 2,000/ Indientor and registrar’s nominee, Asst. level from the office

Upto Rs. 5,000/ Indientor two nominee of registrar (Dy. Registrar/Asstt. Registrar/SPO/ Office

Supdt. level

Upto Rs. 10,000/ Indientor and registrar and Principal’s nominee,

Upto Rs. 10,000/ Special Committee to be constituted by the Principal

Upto Rs. 50,000/ College purchase Committee

The Purchase Committee may visit the market in Ferozepur or in any other city and shall affect the

purchase after obtaining a minimum of three quotations and effect purchase on the basic of the

lowest quoted rates subject to quality as decided by the Purchase Committee.

If for any reason a purchase cannot be completed by a Purchase Committee during its visit to the

market, it should be reported to the Principal/his nominee who may permit making the purchase on

the basic of the quotations collected by the purchase Committee.

14.13 PURCHASE ON RATE CONTRACT :

Goods or services may be purchase against Rate Contract without calling for a quotation.

14.14 PURCHASE FROM GOVERNMENT DEPARTMENTS :

Goods, repair work, spare parts and accessories or services may be purchased without calling for

quotations form Govt. Department/Emporum/Govt. approved suppliers including Khadi Gram

Udyog Mandals and Khadi Ashrams/Govt. or Public under takings. Or proprietary

Manufacturers/their authorized stockists or Agents/Govt. approved Laboratories or from the

authorised stockiest or Agents/Govt. approved Laboratories or from the authorized Agents of the

Project and Equipment Corporation, New Delhi on the basis of the approved price fixation formula

of the Corporation in consultation with the Ministry of Human Resources, New Delhi or from the

college or Govt. Co-operative stores or Superbazars or in the case of medicines and Medical

Instruments and accessories from the Manufacturers or their Sales Depots, Authorised Distributors,

Authorisd Stockists or Agents at Hospital Rates or where Hospital Rates do not exists or are not

applicable to Sales to the College, at wholesale rates.

14.15 PURCHASE UNDER LIBERALISED IMPORT RULE:

Goods or services may be purchased upto the amount allowed by the Govt. of India under its

liveralised import Rules on the basis of a single quotation.

14.16 PURCHASE BY UNESCO COUPONS:

Good or services may be purchased from Manufacturers in foreign countries against payment by

UNESCO Coupons on the basis of a Single quotation upto a limit of Rs. 25,000/- per item.

14.17 CALLING OF QUOTATION:

Except for purchase under clause 14.8 upto 14.16 quotations shall be invited for all purchase from

a minimum of six prospective suppliers by mailing letters under Postal Certificate enquiries by the

Registrar.

14.18 INVITATION TO TENDER :

Tender shall be invited for purchasing an item valued at more than Rs. 50,000/- exclusive of taxes

and extra charges accompanied by earnest money at the rate of 2% of the value of the offer. The

condition regarding earnest money may be waived off at the discretion of the Principal.

14.19 OPENING OF TENDER OR QUOTATIONS:

Quotations shall be opened in the presence of the Committee on the prescribed date and time

consisting of nominee of Registrar, store Purchase Officer and Indentor or his nominee.

No tender or Quotation received after the prescribed date or time shall be entertained. Any

quotation received from a supplier other than from a prospective supplier from whom a quotation

has bee invited under Clause 14.17, shall not be entertained. Telegraphic or telephonic

quotation/tender shall also not be entertained. All quotations and tenders received shall be initialed

by all the members of the opening committee. Also erasion and over writing etc. shall be duly

initialed by the officer opening the quotations tenders otherwise the tenders/quotations will be

treated as invalid.

14.20 VERFIFCATION OF SPECIFICATIONS AND PREPARATION OF COMPARATIVE

STATEMENTS ETC.

All valid tenders and quotations received (e.g. beyond the purchasing power of the indentors) shall

be sent to the indentor for verification whether the goods or services offered are to specifications

or not and for any comments on the performance etc. of the suppliers and on the quantity to be

ordered. The comparative statements shall also be prepared in the respective departments on the

prescribed proforma.

14.21 TENDER COMMITTEE:

a) The purchase within the purview of the Purchase Committee shall be decided by them subject to

preaudit by the Dy. Registrar (A/Cs)

b) For other purchase the shall be a Tender Committee comprising of Registrar/S.P.O., Dy.

Registrar A/C, Indentor or his representative and one staff members to be nominated by the

Principal. The tender committee shall meet as frequently as necessary and decide the placement of

the orders. The tender committee shall make suitable recommendations in respect of placement of

an order against all tenders.

The senior most member of the Tender Committee shall act as the Chairman and the Store

Purchase Officer as the convener of the Committee.

The quorum for the Tender Committee shall be three members, but in the absence of any member

of the Tender Committee the Principal may nominate other member in his place for the meeting.

14.22 LACK OF OFFERS:

In the case of Tender, there shall be no limitation in respect of the minimum number of offers

received.

In the case of a quotation, if the number of offers received is three or more, these shall be

considered by the Tender Committee/Purchase Committee. If for nay item there is only a single

quotation or two quotations according to the specifications, quotations shall be called a fresh for

that item from atleast four new prospective suppliers and also from the Supplier who submitted a

quotation for this item on the first call. The order shall be placed on the basis of any offer o offers

received against both the calls.

In response to a call for quotations, if the number of offers received is less than three, these shall

not be opened. Quotations shall be called a fresh atleast four new prospective suppliers. The order

shall be placed on the basis of any offer or offers received against both eh calls.

If no offer to specification is received in both the calls, purchase of the item shall be deemed to be

an urgent purchase and shall be dealt with as in clause 14.12.

14.23 PURCHASE ORDER

Notwithstanding that is stated in the Accounts Rules, all purchases except under Clauses 14.8 to

14.11 shall be covered by a Purchase order which will be signed by the Registrar or an Officer

authorised by him on the basis of the decision. Further, the receipt of goods/service from the

Railway/Transporters shall be handled by the store Purchase Officer for all purchases.

14.24 REPEAT ORDER :

A repeat order may be placed within six months of the date of first order subject to the condition

that there should be no change in the rates as well as terms and conditions of supplies provided

further that there shall be no more than one repeat order and for the amount exceeding the original

order.

14.25 AWARDING OF RATE CONTRACT:

The College Principal may award rate Contract for the supply of goods or services on the basis of

tenders or quotations.

14.26 TERMS AND MODE OF PAYMENT:

For purchase under clauses 14.8 to 14.12 the terms and mode of payment may be 100% on receipt

of goods or services in proper working condition. Payment to be made by Accounts Payee Cheque

or Crossed Bank Draft. Advance payment may be made against dispatched documents trough bank

if considered necessary and only to standard/well reputed Supplier to avoid apparent risk involved.

Such payment may be made only for the cost of material. However, payment of the taxes

incidental charges freight etc. for which supporting documents/certificates are required will be

made only proper receipt of the same. This should be clearly mentioned in the Purchase Order. The

advance payment upto 90% shall be decided by the Indentor/Tender Committee as the case may

be. For advance payment above 90% the prior approval of the Principal shall be necessary.

14.27. INSPECTION :

If the Indentor, Tender Committee or the Principal so decides, the Principal may nominate one or

more officials of the College for inspection of the works of supplier to determine their performance

and competency before an order is placed.

If an order so specifies or the Indentor or the Principal so decides, the Indentor or the Principal on

the basis of their purchasing power may nominate one or more officials of the College for visiting

the Works or Godowns etc. of the Supplier to check the quality of the goods or services or to

determine the progress of manufacturer of the goods or services.

14.28 VARIATION

Any variation in taxes or extra charges or in the mode of dispatch after an order has been placed

shall be approved by the Registrar.